Privacy Policy
This Privacy Policy explains how we protect and process personal data and how such data may be corrected, updated or removed.
The data controller is VSL-SYSTEM sp. z o.o., registered in Poland under KRS: 0000764453, REGON: 382150077, NIP: 5252775513.
Our business activity commonly referred to as a virtual office consists of providing a registered office, business address, correspondence address and related services.
Purpose and legal basis for processing personal data
Personal data are collected during the conclusion of agreements and from publicly available sources such as KRS and CEIDG and are used to perform the agreement and financial settlements.
Personal data are also processed to fulfil accounting, legal and tax obligations including issuing invoices and handling related documentation.
VSL-SYSTEM sp. z o.o. is also an obliged institution under Polish anti-money laundering and counter-terrorist financing regulations.
Personal data may be retained:
• until expiry of the agreement,
• for periods required by tax, accounting, administrative or court regulations,
• for the duration of possible claims,
• for periods required under anti-money laundering regulations.
What data we collect to conclude an agreement
To conclude an agreement we collect information required under applicable regulations.
Data required from individuals
• full name,
• nationalities held,
• PESEL number or date of birth,
• country of birth,
• identity document details,
• residential address,
• business details where applicable.
Data required from legal entities
• company name,
• legal form,
• registered office address,
• tax identification details,
• representative details,
• beneficial ownership information.
Authorised representatives
Where agreements are signed by representatives or authorised persons, identification information necessary to perform the agreement may be processed.
Correspondence scanning
Where correspondence scanning services are included, scanned documents may be temporarily processed in digital form.
Unencrypted PDF files sent by email are deleted as soon as reasonably possible and encrypted copies are retained where necessary.
Information relating to senders of correspondence may also be processed in order to provide the service.
Who receives your data
• hosting and server providers,
• email and communication service providers,
• employees authorised to process data,
• debt collection entities if required,
• accounting, legal and tax advisers,
• public authorities where required by law.
Data sources
Data may come directly from you, from agreements, public registers or payment-related information.
Countries where data may be transferred
Currently our subcontractors operate in Poland and we do not plan to transfer data outside Poland or outside the European Union.
Your rights
• right to correct data,
• right to delete unlawfully processed data,
• right to restrict processing,
• right of access to data,
• right to object,
• right to lodge a complaint with the competent data protection authority.
Data security
We apply technical and organisational measures appropriate to protect personal data, including encryption, backups, access controls and security monitoring.
Cookies
Information regarding cookies forms an integral part of our privacy protection rules and is published separately on the website.
Changes to this Privacy Policy
We reserve the right to update this document. Your rights resulting from this Privacy Policy will not be restricted without your consent.
Contact details
VSL-SYSTEM sp. z o.o.
Aleje Jerozolimskie 85 lok. 21
02-001 Warsaw
E-mail: info@vsl-system.pl
Mazowiecka 11 lok. 49
00-052 Warsaw
E-mail: mazowiecka@vsl-system.pl
Złota 7 lok. 28
00-019 Warsaw
E-mail: zlota@vsl-system.pl
Direct contact with the Data Protection Administrator:
administratordanychosobowych@vsl-system.pl